CAREER BREAK POLICY. HR Business Partner, Hayley Moorhouse Accountable Manager(s) Staff Intranet. Version No

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1 CAREER BREAK POLICY Policy Author(s) HR Business Partner, Hayley Moorhouse Accountable Manager(s) Jan Snoddon, Chief Nurse Ratified by (Committee/Group) HR & OD Committee Date Ratified June 2016 Target Audience All CCG Employees Review Date April 2018 Published Staff Intranet VERSION HISTORY Issue* Date (*Uploaded) Version No Brief Description of Change January New Policy - June Reviewed - No Changes

2 Contents Page 1 Introduction 3 2 Policy Statement 3 3 Scope 4 4 Responsibilities Responsibilities of the CCG Responsibilities of Human Resources Responsibilities of Managers Responsibilities of Employees 4 5 Career Break Procedure 4 6 Appeals Procedure 5 7 Key Considerations 5 8 Equal Opportunities and Diversity 6 9 Monitoring 7 Appendix 1 Career Break Application Form 8 Appendix 2 Career Break Financial Agreement 10 Career Break Policy Version 2 June

3 1 Introduction NHS Halton CCG (the CCG) recognises that during an employee s working life there will be times when personal commitments take priority over work. The Career Break Policy has been designed to allow employees the opportunity to take an unpaid break from their employment, of up to 5 years. 2 Policy Statement For statutory purposes, the period of the break will count towards continuous employment, however all other terms and conditions of employment with the Organisation will be suspended. The period of the career break will therefore not count as reckonable service when calculating contractual entitlement to benefits such as annual leave, sick pay, contractual redundancy payments and any other benefits dependent upon length of service. There will be no entitlement to benefits, such as sick pay, during the period of the break. Employees of the CCG qualify to apply for a career break if they have been employed by the Organisation, continuously, on a permanent basis for a period of twelve months or more, have demonstrated a commitment to continuing their career with the Organisation and have the approval of an appropriate authorising manager. Subject to business needs, applications will normally be approved for the purpose of; caring for a sick or dependent relative; caring for children; extended periods of travel, or voluntary services; personal reasons e.g. following ill health; undertaking further education Any other reason will be considered on its merit. The length of the career break will normally be for a minimum of 3 months up to a maximum of 5 years. More than one career break may be granted in the course of employment provided that the combined length of the breaks does not exceed the maximum of 5 years. Managers, where appropriate, should make every opportunity to maintain contact with those staff taking career breaks. The amount and level of contact will vary depending on the length of the career break and the individual circumstances relating to the break. Employees will be expected to maintain contact with their manager, and should inform the Organisation of any changes to personal circumstances, i.e. change of home address. Employees should also demonstrate their commitment to the Organisation by: not undertaking any other paid employment with another employer during the career break except where, for example, work overseas or charitable work could broaden experience. In such circumstances written permission from the Organisation should be sought prior to the start of the career break. Employees who may need to obtain employment to support themselves financially, for example whilst travelling abroad, may do so, but on a casual basis; and returning to the Organisation on the agreed return date. Career Break Policy Version 2 June

4 3 Scope Employees of the CCG are eligible to apply for a career break if they have been employed by the CCG, continuously, on a permanent basis for a period of twelve months or more. Career breaks are not available to those on temporary or fixed term contracts which by virtue have an expiry date. 4 Responsibilities 4.1 Responsibilities of the CCG The responsibility for the monitoring and provision of this policy initially rests with the Governing Body of the CCG 4.2 Responsibilities of Human Resources Human Resources are responsible for providing advice, guidance and support to line managers when considering requests for Career Breaks. 4.3 Responsibilities of Managers Managers are responsible for ensuring all requests are dealt with in a fair, equitable and consistent manner and line with the policy. Managers are also responsible for making fair and informed decisions in line with policy, legislative and regulative requirements. 4.4 Responsibilities of Staff Staff are responsible for submitting requests in accordance with required notice periods and providing his/her line manager with contact details for the period of absence. Staff are also responsible for maintaining professional or skill competencies whilst on the career break, maintaining good two-way communication and providing notice of his/her intention to return to work in accordance with required notice periods. 5 Career Break Procedure Employees wishing to apply for a career break should complete the application form at Appendix 1, in conjunction with the authorising manager. Both the proposed commencement date and return to work date should be included. Applications must be submitted to the authorising manager, at least 3 months prior to commencement of the intended break. Requests made less than 3 months before, will be only considered in exceptional circumstances. In deciding whether to support an applicant, the authorising manager should satisfy themselves that the individual has a clear commitment to continuing a career with the Organisation, and that the reasons for requesting the break are valid. Applicants will be notified in writing of the decision within 21 days of the date of submission of their application. Career Break Policy Version 2 June

5 The individual must also complete the form at Appendix 2 to confirm their option in respect of their pension membership during the break. Employees will be required to give written notification of their return to work. Where the career break is for less than a year, 2 months notice of return is required. For breaks of longer than a year, 6 months notice of return is required. Employees wishing to return earlier than originally anticipated must give 2 months notice in writing. Employees wishing to extend the length of their career break must apply in writing, at least 2 months before the agreed end, so that appropriate consideration can be given to an extension. Where an employee returns to work within a year, they will return to the same post they held when the career break started, as far as is reasonably practicable. If this is not possible, due to restructuring etc., or if the break has been for longer than a year, then every effort will be made to find the employee a post with similar duties and responsibilities to those of the previous post held. Should it not be possible to find a suitable similar position then redundancy may be considered. Employees may be required to undertake a period of training on their return to work. The content and duration will depend on the length of the break, the post, and any changes in working practices, legislation or policy. All records of applications and decisions will be kept on an employee s file and a record kept centrally in Human Resources, for a minimum of 12 months. 6 Appeals Procedure Employees may invoke to the grievance procedure if a request for a break is refused. For further information please refer to the Grievance Policy and Procedure. 7 Key Considerations Employees considering a career break should be aware of the following: Annual Leave all accrued annual leave must be taken before commencement of the career break. No payment in lieu of outstanding leave will be made, neither will any carry over of leave be allowed. There is no entitlement to annual leave during the career break. On return to work, entitlement to annual leave would be the same as when the break started, and the period of the career break will not count as reckonable service for leave purposes. Trade Union Membership should an individual wish to continue their trade union membership during the break, they must make their own arrangements for subscriptions to be paid as this cannot continue to be paid via payroll. Pay on return to work, employees would resume, for pay purposes, at the same pay point which had been reached at the time the career break began, subject to restructuring or substantial organisational change. If applicable, incremental dates will be deferred accordingly, to ensure that the employee s terms remain unchanged. Occupational Maternity Pay employees commencing a career break immediately following a period of maternity leave will be liable to repay any Occupational Maternity Pay received should they fail to return to work for a period of 3 months after the break. Career Break Policy Version 2 June

6 Pensions an employee may choose to continue making contributions to the NHS Pension Scheme during a career break. The form at Appendix 2 must be completed prior to the break to determine the employee s option in respect of their pension. Arrangements for continuing payments must be made prior to commencement of the break. For the first 6 months contributions are payable, by both the employee and employer, as if the employee was at work. An individual who has paid contributions regularly during the first 6 months of a break, may continue to contribute to the Scheme for a further period of up to 18 months (maximum of 2 years). During the extended period, the employee will be responsible for paying both their own and the employer s contributions. Contributions will be based on the employee s normal pensionable pay. They must continue to be paid monthly, by standing order or Direct Debit; arrears will not be allowed to accumulate. Further information is available from the Pensions Officer or HR Business Partner. Long Service Award the term of the career break will not count towards qualifying service for any Long Service Award. Company Property prior to an employee commencing a career break, where applicable, managers must ensure that appropriate arrangements have been made in respect of company property, i.e. Return (or otherwise) of a lease car; Return of Organisation property, such as mobile telephones, laptops, ipads, keys, access cards, etc. Applying for other Positions when on a career break, an employee is free to apply for other positions within the organisation. However, employees should note that, should they be successful, continuation of the career break cannot be guaranteed as it will depend upon the business needs and exigencies of the service in the area in which the new post sits. It is advised that a discussion is held with the recruiting manager prior to an application being submitted. 8 Equal Opportunities and Diversity The Career Break Policy should be read in conjunction with the CCG s Equality and Diversity policy. In applying this policy, the Organisation will have due regard for the need to eliminate unlawful discrimination, promote equality of opportunity, and provide for good relations between people of diverse groups, in particular on the grounds of the following characteristics protected by the Equality Act (2010); age, disability, gender, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, and sexual orientation, in addition to offending background, trade union membership, or any other personal characteristic. Promoting diversity embodies the principles of fair treatment for all and will, as a result, improve the retention of staff. The CCG values the diversity of its workforce and aims to ensure that all staff understand this commitment and adhere to the required standards. Career Break Policy Version 2 June

7 9 Monitoring This policy and procedure will be reviewed periodically by Human Resources in conjunction with the CCG and Trade Union representatives. Where review is necessary due to legislative change, this will happen immediately. Career Break Policy Version 2 June

8 Appendix 1 Career Break - Application Form Full Name Team / Department Assignment Start Date Number with CCG THIS FORM SHOULD BE SUBMITTED AT LEAST 3 MONTHS BEFORE THE PROPSOED CAREER BREAK IS TO START Section 1 (to be completed by the employee) I would like my career break to start on: I would like to return to work on: Reason for career break: My contact details (including phone number) during the break will be: Telephone Mobile Address I wish to apply for an extended period of unpaid leave under the Career Break Scheme. I confirm that: I have read and fully understood the conditions detailed within the Career Break Policy I will complete and submit a Career Break Financial Agreement prior to my break. Employee Signature: Date: Career Break Policy Version 2 June

9 Section 2 (to be completed by the authorising manager) I support / do not support this application for a career break from the Organisation. I have detailed below the reasons why this application has been accepted / rejected (delete as applicable). Manager Signature: Date: Career Break Policy Version 2 June

10 Appendix 2 Career Break - Financial Agreement Full Name Team / Department Assignment Start Date Number with CCG I confirm that: I understand that I have the option to decide whether my career break should be pensionable for a period of up to two years; I understand that, should I decide that I would like my career break to be pensionable, I remain liable for monthly pension contributions for the period and that, for the first six months of the career break, I will pay my own contributions and that the Organisation will continue to pay employer s contributions; I understand that, if I pay my contributions continuously for the first six months of the career break, I may continue to pension the break for a further period of up to 18 months. During this additional period, I will be liable to pay both my own, and the Organisation s contributions; I understand that contributions will be based on my normal earnings; I agree to make monthly payments to Organisation via standing order/direct Debit. I understand that, if I fail to make my contributions as agreed, my pension record will be closed down at the date of the last contribution made. Please select ONE of the following four options Option 1 I do not wish my career break to be treated as pensionable service and understand that my pension record will be closed down at the start of my break with no contributions payable Option 2 I wish to treat up to the initial six months of my career break as pensionable and undertake to pay monthly employee contributions via standing order/direct Debit Option 3 I wish to treat my career break as pensionable for a period of months. I undertake to pay monthly employee contributions for the first six months and both employee s and employer s contributions for the remainder of the period. All contributions will be made via standing order/direct Debit Option 4 I wish to treat my career break as pensionable for the maximum period of two years. I undertake to pay monthly employee contributions for the first six months and both employee s and employer s contributions for the remaining 18 months of the period. All contributions will be made via standing order/direct Debit. Employee Signature: Date: Career Break Policy Version 2 June